04 Mobile app : Schedules

The Schedule is the landing page when users log into the OnTarget mobile application. This provides quick access to users to complete all aspects related to the schedule. This section of the mobile application is used to complete the process for clocking in and clocking out, entering / editing provided service times, starting as well as signing service notes, and cancelling scheduled shifts. In short, the Schedule module of the mobile application is the gateway to the service notes process.

Schedule Layout

The OnTarget application provides schedules for a specific range of days to limit the amount of scrolling up or down the listed schedule cards. The schedule contains all scheduled shifts for 7 days in the past, the current day, and 3 days ahead. Providing the scheduled shifts for the previous day allows users to complete time entry and notes for the previous day. Likewise, allowing users to view scheduled shifts in advance, provides the ability for users to plan.

The dates in which the OnTarget mobile application list all users’ scheduled shifts is listed at the top of the schedule page. Then, scheduled shifts for each date are listed under the respective day and date. Each scheduled shift is represented by a card containing specific information pertaining to each scheduled shift.

Each scheduled shift will be displayed on one schedule card displaying specific information regarding the shift. Although certain details on the schedule card may vary depending on the type of shift, the card layout is consistent throughout each card. The basic attributes on each scheduled card are described below.

Client’s Name – The name of the individual / patient that is scheduled to receive service.
Service Scheduled – The service in which the assigned individual / patient is scheduled to receive.
Time Start / End or Duration – The time frame in which the service is scheduled to be performed. A schedule a display a total number of duration hours or a start and end time type of schedule.
1. Duration – A scheduled duration is the total number of hours scheduled to be provided in which the start and end time is not specified. A user may start the service and end the service at any time during the day. However, the total number of hours between the start time and end time entered by the user must equal the noted duration.
2. Start / End Time – A schedule listing s start time and end time indicates that a user must begin the service within the specified time and end the service within the specified time.

Please Note: There may be different variations or allowances between companies of OnTarget that provide users a time gap for starting the shift early or ending the shift late. Please contact your company support to learn more about your company’s settings.

Schedule Card

Using the Schedule Card

In addition to the slight difference in the basic layout of the schedule card, there are also differences in the functionality of each schedule card. These differences depend on how the service(s) are scheduled, the type of service scheduled, the status of each schedule card, and additional functions of schedule cards. Examples of each of these differences are explained in detail below.

Schedule Card Multi-Time Schedules

Multi-Time Schedules

In some cases, and based on a company’s unique settings configuration, schedules that are set for the same date, same caregiver, same client, and same service, a multi-time option is provided within the schedule card. Any service that is configured to allow for multi-time entries results in a user entering multiple times within the same date for one service note. This prevents users from entering a note for each scheduled time.

Schedule cards that contain multiple times will display a little different than those without multiple

times. To ensure a user is aware that a schedule contains multiple times, a text indicator of “Multiple” will appear on the card. Additionally, the Time field will contain a drop-down allowing the user to click to select the time needed.

Schedule Card Multi-Time Schedules

Using Multi-Time Schedules

Click on the drop-down Time field to display the options for the scheduled multiple times.
Choose the appropriate or preferred time.
Use the Clock In button to clock in for the selected scheduled time.
Or use the Start Note button to begin the process for entering service note data (covered later in this guide).

Once a user has selected a time from the drop-down list, they may proceed to the following step in the process, which will be explained later in this section. Multi-time schedule cards allow the user to select one time frame per entry. Although all listed time frames will be associated with one service note, each time entry must occur individually.

Please Note: Please check with your company’s support portal to see if multi-time schedules are available for services provided.

Schedule Types

Currently, there are two different schedule types within the OnTarget mobile application in which the way in which time entry varies. Scheduled services may require a user to clock in at the time in which the service starts and clock out at the time in which the service has ended. Other scheduled services require a direct time entry rather than a clock in / out. Additionally, there are differences in when time entry occurs. For example, if a scheduled service requires a user to clock in, the clock in must occur before the associated service note may be started or written. However, if the scheduled service does not require a clock in / out, then the service note may be started or written before the service time is entered.

The full process of time entry and service note entry will be provided later in this guide. For now, we will focus on the differences between clock in / out and manual time entry.

Marking Scheduled Shifts as Missed

OnTarget has introduced a new capability within the mobile application that allows users to mark scheduled shifts as missed. This enhancement complements the recently expanded functionality for managing missed shifts in the OnTarget desktop platform.

Access to this feature aligns with the updated desktop role security settings. Users with Full Access to Scheduling automatically can mark shifts as missed within the mobile app. For users with Read-Only access to Scheduling, a new sub-configuration” Marked Missed Shifts" has been added under Role Desktop Security (Configure > Security > Configure Roles > Desktop Security).

This setting applies to Scheduling views such as My Calendar (Read-Only) and All Calendars (Read-Only), ensuring consistency between desktop and mobile platforms.

Access to Mark a Shift as Missed

The ability to mark a scheduled shift as missed within the mobile application is contingent upon the status of the shift. Users can only mark a shift as missed if it is not associated with a created service note or a time clock entry.

These eligible shifts can be identified across the following modules within the mobile application:

1. Schedule page

2. Notes page, under the Not Started tab

3. Action Center, for any card labeled as Not Started

Within each of these modules, eligible shift cards feature an ellipsis menu (three dots) located in the top-right corner. Selecting this menu reveals additional shift actions, including the "Missed Shift" option.

Selecting the "Missed Shift" option for a scheduled shift that is not associated with multiple time entries on the same date will direct the user to a dedicated page to complete the required information.

On this page, users must select a Reason for the missed shift from a drop-down list. Additionally, there is an optional field for entering comments to provide further context.

Once the necessary information has been entered, clicking the Cancel Shift button will save the missed shift entry.

Please Note: Once a scheduled shift is marked as "Missed", the corresponding shift card will no longer appear within the mobile application.

Since the mobile application automatically consolidates scheduled shifts that share the same service date, caregiver, client, and service, users will be presented with the option to select one or more of these grouped shifts to mark as missed. A single Reason can be selected and applied to all chosen shifts during this process.

Caregiver Add / Edit Schedules

The Schedule functionality within the mobile application has been enhanced to allow users to create new scheduled shifts and edit existing ones. This update empowers caregivers to manage their schedules directly by creating their own shifts and modifying those assigned to them.

Note: Currently, the ability to create and edit scheduled shifts is limited to the logged-in caregiver. Expanded access for additional roles is planned for a future release.

Access for Create and Edit Schedule

Access to the Create and Edit scheduled shift options within the mobile application requires the user to be assigned a role with Full Access to Scheduling. This includes desktop role configurations such as My Calendar (Full Access) or All Calendars (Full Access).

When editing an existing scheduled shift, the fields available for modification depend on the current state of the shift:

If the shift is associated with an existing service note or time clock record:

Users can only modify the scheduled time. The service date, client, and service cannot be changed.

If the shift is not associated with a service note or time clock record:

Users may edit the service date, assigned client, service, and scheduled time.

Creating a Scheduled Shift

Within the Schedule page of the mobile application, a "Create Schedule" button is located in the bottom-right corner of the screen. This button is exclusively available on the Schedule page and is not accessible from other areas of the application.

Clicking the "Create Schedule" button opens a form that allows the user to enter the necessary details for the scheduled shift, including the service date, client, authorized service, and scheduled times.

The order of data entry is important: the service date must be selected first, followed by the client. Once both the service date and client are selected, the mobile application will populate a drop-down list of authorized services available for the selected client on the specified date.

Please Note: The client drop-down list is dependent on the logged-in user’s access level. Users may see only their assigned clients or all clients, based on the role configuration in desktop security. This is controlled via the following setting:

Configure > Security > Configure Roles > OTC Global Permissions > Only Show Assigned Clients.

When creating a scheduled shift, time entry options are determined by the configuration of the associated service. This ensures users enter time in the format expected for that service, which may include:

Start and end times
A duration of time
A restriction to start and end time entry only

After entering the required information, clicking the "Create Schedule" button finalizes and saves the new scheduled shift.

Please Note: The mobile application enforces specific date range restrictions for creating scheduled shifts:

Past Dates: Users can create scheduled shifts for past service dates based on the Late Note Number of Days configuration. This setting defines how many days in the past a service note can be signed relative to the scheduled date.
Future Dates: Users can create scheduled shifts up to 90 days in advance from the current date.

Access for Editing an Existing Schedule

As previously mentioned, users can edit existing scheduled shifts in the mobile application, provided the shift's status allows for modification. The Edit Shift option is available in the following modules:

Schedule page
Notes page – under the Not Started tab
Notes page – under the Unsigned tab
Action Center – for any card labeled Not Started or Not Signed

Similar to the "Missed Shift" functionality, users with Full Access to Scheduling can access the Edit Shift option by selecting the ellipsis (⋮) menu located in the top-right corner of the corresponding shift card in the modules listed above.

Editing an Existing Single- Time Scheduled Shift

Users can access the "Edit Shift" option by selecting it from the menu available through the ellipsis (⋮) button.

When the "Edit Shift" button is selected, the user is directed to a screen where the editable details of the scheduled shift can be modified. After making the desired changes, the "Update Schedule" button becomes available, allowing the user to save the updates. The changes are immediately reflected upon refreshing the page within the mobile application.

Please Note: As stated above, the available data for which the user is allowed to edit for an existing scheduled shift is dependent on an association to an existing service note or time clock record.

Editing an Existing Multi- Time Scheduled Shift

As the mobile application automatically consolidates scheduled shifts that share the same service date, caregiver, client, and service, users will be prompted to select a specific shift time when initiating an edit.

Before being directed to the Edit Shift page, a selection prompt appears, allowing the user to choose which of the listed shift times should be edited.

Once a shift time is selected, the "Confirm Selection" button becomes active. Clicking this button directs the user to the Edit Schedule page.

Scheduling Validations

OnTarget runs a validations process when saving a newly created scheduled shift or editing an existing scheduled shift. To ensure any triggered validations are appropriately listed and handled, the mobile application provides users with the option to override triggered validations if applicable.

When validations are triggered upon saving a created or edited scheduled shift, the mobile application displays a pop-over window listing the validations.

Based on OnTarget role configurations, when all triggered validations are eligible for override, users are presented with the option to either override the validations (yes) or cancel (no). If the user chooses not to override, the scheduled shift creation or edit will not be saved. Of course, electing to override the listed validation results in a successfully saving the scheduled creation or edit.

However, if any of the triggered validations cannot be overridden, the override option is not presented. Instead, users will see a list of the applicable validations and must click "OK" to acknowledge them. In this case, the scheduled shift cannot be created or updated until all non-overridable validations are resolved.